FITMED PRIVACY POLICY
Dec 2025

FitMed is committed to protecting your privacy and safeguarding your personal and health information. This Privacy Policy explains what information we collect, how we use and disclose it, how we keep it secure, and the rights you have in relation to your personal information.
This Privacy Policy applies to:

• the FitMed mobile applications (Android and iOS)

• the FitMed website

• FitMed clinical onboarding forms and enquiry processes

• communications and interactions you have with FitMed and FitMed clinicians

By using our services or submitting an enquiry, you consent to the collection, use, and handling of your information as described in this policy.

1. Information We Collect
We collect personal, demographic, and health-related information to assess your clinical enquiry, determine suitability for FitMed programs, coordinate care pathways, and enable clinicians to support your journey safely.

1.1 Personal Information
We may collect:

• Name

• Date of birth

• Contact details (email, phone, address)

• Identification details

• Communication preferences

• Enquiry or complaint details

• Information you provide in communications with FitMed

• Details of any referrer or clinician involved in your care

• Next of kin or emergency contact information

1.2 Health and Sensitive Information
We may collect information you provide voluntarily or that is necessary for clinical review, including:

• Medical history and treatment background

• Diagnoses and conditions

• Treatment goals and concerns

• Medications, allergies, and adverse reactions

• Lifestyle factors relevant to clinical assessment

• Physical, psychological, and functional health information

• Information from your treating clinician or referrer

• Relevant social, cultural, or wellbeing factors

• Information from connected health records (where authorised)

1.3 Automatically Collected Information
Depending on the device you use, we may automatically collect:

• Device identifiers

• OS type and version

• App usage and interaction logs

• Crash or diagnostic reports

• IP address and approximate region

We do not collect motion, sensor, location, or fitness data unless you explicitly opt in or it is required for features available on your device.

2. How We Use Your Information
We use your information for the following purposes:

2.1 Clinical Review & Care Planning

• Assess your medical enquiry

• Determine suitability for FitMed programs

• Provide personalised clinical guidance

• Coordinate treatment pathways with FitMed clinicians

• Maintain accurate clinical records

2.2 Service Delivery

• Create your FitMed account

• Communicate with you about your enquiry or care

• Provide access to clinicians and clinical support

• Operate and improve our digital platforms

• Manage appointments, referrals, and follow-up actions

2.3 Administration & Compliance

• Billing and payment processing (if applicable)

• Regulatory compliance and reporting

• Quality assurance and clinical governance

• Responding to safety concerns or urgent matters

2.4 Research and Development (De-identified Only)
We may use de-identified information to:

• improve FitMed programs

• support quality improvement and training

• conduct non-identifiable research

• enhance clinical protocols

We do not use identifiable health information for research without your explicit consent.

3. Sharing and Disclosure
FitMed does not sell your personal or health information.
We may share your information only as follows:

3.1 FitMed Clinicians & Authorised Health Professionals
Your information may be shared with FitMed-approved clinicians involved in your care for assessment and treatment planning.

3.2 Service Providers
We may use trusted providers to support:

• secure data storage

• messaging services

• analytics and crash reporting

• payment processing (if applicable)

These providers act only on FitMed’s behalf and do not use your data for their own purposes.

3.3 Referrers and Treating Clinicians
With your consent, FitMed may share relevant information with:

• your referring clinician

• your treating medical team

• approved healthcare partners

3.4 Legal Requirements
We may disclose information when required by law or necessary to:

• prevent harm

• comply with clinical obligations

• assist investigations by authorised bodies

4. Security
We protect your personal and health information using administrative, technical, and physical safeguards.
Security measures include:

• Encryption in transit (HTTPS/TLS)

• Secure, region-appropriate data hosting

• Role-based access control

• Multi-factor authentication for clinician access

• Logging and monitoring of system access

• Regular security testing and audits

Despite these safeguards, no system is completely secure. We encourage you to protect your own devices and logins.

5. Data Storage and Retention
We store your information in secure servers located in jurisdictions where FitMed operates.
We retain personal and health information:

• as long as necessary to provide services to you,

• as required by clinical, legal, or regulatory obligations, or

• until you request deletion (where permitted by law).

When data is no longer required, it is securely destroyed or de-identified.

6. Your Rights
Depending on your region (e.g., EU/UK GDPR, HIPAA, Australian APPs), you may have the right to:

• Access your personal information

• Request correction or updates

• Request deletion of your information

• Withdraw consent

• Object to certain uses

• Request a copy of your data

• Lodge a complaint with a regulator

7. Children and Minors
FitMed supports patients of all ages, including minors.
Where a user is under the applicable age of consent:

• parental or guardian consent is required

• guardians may access or manage certain parts of the child’s information

• some features may be restricted until verification is complete

8. International Data Transfers
FitMed operates in multiple countries. Your information may be processed in the region most appropriate for clinical, operational, or regulatory reasons.
When transferring data internationally, we apply safeguards consistent with:

• GDPR

• HIPAA

• APPs

• PDPA

• PIPEDA

• Other equivalent frameworks

9. Cookies and Digital Tracking
FitMed may use cookies or similar technologies to:

• support site functionality

• improve performance

• understand usage patterns

No advertising cookies or third-party marketing trackers are used on pages related to clinical services.

10. Changes to This Policy
We may update this Privacy Policy from time to time. When updated, the new version will be posted at fitmed.com/privacy with the date of revision.

11. Contact Us
For privacy enquiries or to exercise your rights — please use the secure FitMed app.
Alternatively, you may write to us via regular mail at:
FitMed Privacy Officer GPO Box 1818, Adelaide, South Australia 5001, Australia
We may need to verify your identity before processing a request.